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So let's just pretend it's a few months down the road from now, and you've been using metadata religiously, You've been putting in keywords, you've been adding metadata fields to all sorts of documents. Again not just photos, I show a lot of photos, but you can add that metadata Even to, this InDesign file right here, there's some already there but under IPTC core, you can put a description. This document is about old trucks, in Texas.
Or you can be really descriptive. This is a magazine full of certain association, and it was done whatever, and I'll say that I'm the creator of that. I can put all this information in there because in six months somebody in this corporation that I'm working in may want to make some changes in this. And they want to talk to whoever created that and they want to know very quickly who it is. I'm sure you've done this before. If you're, let's say you're at a newspaper and you've walked through the office going who built this ad? Did you build this ad? And you're holding it up, who built this ad? Or you put it on the bulletin board, who build this ad? Because you can't find something. Maybe it's a certain logo or you have a question on it. Putting that information right here in the file eliminates all of that. We just know who did it because they admitted to it, right here in the metadata.
All right, that's nice, but let's just pretend it's 6 months down the road and you're trying to find a file, and you don't remember what it was named, or where you put it. You really know very little about it, but you do remember a few things. Edit. Find. Alright that seems simple enough. You've used find, change and find in other applications. So, Cmd F, find, here we are. Okay. Very simple we tell it where to look. I can tell it to look in a certain folder like the assets folder only. The entire hard drive.
I can have it look on the server. Let's just for now choose Assets. Now you know Assets has several folder within folders. So right down here I can say include all subfolders. Alright, there you go. Now if I choose all non-index files it's going to slow it down but I'm going to choose that because I'm going to show you next how to index your server to speed things up, OK? Match, if all criteria match. Or any criteria are met? Well I really want to narrow my search for right now. So I'm going to keep this if all the criteria are met, and I'm going to tell it to look in hm, look at all the metadata fields I can choose.
Including all metadata, I need to find in all metadata, okay? Let's start with something really simple, let's start with rating. OK, rating equals five stars, and I want it to be a JPEG. And I want it to search an entire folder, no matter which one of those folders is it in. I want to find all the JPEGs, that are five stars, all right. So, lets hit find, see whats it doing to do Well, if you've been watching this video at all, you know that these are all pictures from totally different folders. Right? But it pulled them together for me, in one place.
Now, let's enjoy this moment for a second, because I really love showing this. If you've used any of the Photoshop tools, for example Batch Actions, you know that you can only do this on individual pictures or folders of pictures. Well, these are in one, two, three, four different folders. Those are in four different folders. Well, I could select all of them, and now I could say Tools. Photoshop batch, and I can run a batch action on all of those, And in the process of that batch action save it in the new location so that now the greyscale version of these is in a different location to be used in a totally different product.
Let's do another find. That was fun. Edit, find. This time, let's say greater than. No, let's do greater than or equal to 4 stars. And is, well, we don't really care about the file format, now that I'm looking. Let's not worry about that. Let's get rid of that. There we go. Rating is equal to. Or greater than 4 stars, lets find that. Now you can see that there is even more pictures available for us to use here, if I had other type graphics like illustrator, inDesign that, that had been rated as well those would be showing up here because I didn't say just two photographs I said any document Alright, so that's kind of useful to be able to find based on metadata.
Now, let's talk about this indexing. Notice the breadcrumbs up here. Computer, data, projects, Russell veers /g, on through and then there's a folder, a new one Look at it's contemporary folder, it's in bold, search results. And I can close out of that at any point and go back to just the assets. OK, now. Let's pretend for a second that this data folder is the server. That's the hard drive and that's my server Now if I click on that, there's a lot of folders here and who knows what's inside these folders. I mean they're, it could be very well, you know, photo after photo after photo, and videos and all sorts of things, so if those aren't indexed, when I tell it to Edit > Find, and I tell it to look in data for this Well, it's going to take a long time.
So what I recommend people do is periodically, at the end of the day, when you're ready to go home, go to the server or whatever point you want it to search. So just to make it faster, I'm going to go to Assets here. I wanted to index everything in these Assets folders for me. Watch what happens when I go to little chevron on the end here, and I right click, and I say show items from sub folders. When I do that, it's going to show every single item, in every single folder.
Within that Assets folder, just gotta go right down through and it's going to show everything. Well that didn't take too long, it's still working on the thumbnail extractions but there are 1280 items in the Assets folder. Imagine if you went back to the hard drive here and you right clicked on that and said show items from subfolders. Well, that hard drive let's pretend is your server with years worth of photographs and InDesign files and Illustrator graphics and clipart and Word documents and on and on and on and on Did I say Word Documents? You know, just because it's an Adobe product, it doesn't mean it's the only thing out there that can handle metadata and can be found in searches. There are other file formats that can accept metadata. So this isn't just for Adobe necessarily.
So I would recommend at the end of the day Before you go home right click on that show items from subfolders and index your server. Now let's just do some basic math. Let's say there are 100,000 items on your server and its going through all night long. And it will take it a while because that's a lot of items its going to look through every single sub-folder and index that. Now let's say that you work for a month and you add 5,000 new graphics to the server. Well then the next month when you do that show items from subfolders its going to fly through the first 100,000 and then. Boom it will get caught up it will take it a moment little time to index another 5,000 but FT do this once really from that on doing these indexes really doesn't take that long.
So index your server edit find and use the meta data fields. Including keywords, including description, including all meta data. All right, just for fun we're going to do this. Let's go to the Assets folder and let's look at this file right here. Just so you know Black Oak Is a font used in this document. Okay. So, let's, let's pretend we don't remember the name of that document cause actually I just did forget it.
So, Edit, Font. But I do remember. I do remember the name of the font used because I did a poster with the same design and I have that poster. I have it. I've got it right in front of me and I know that I'm using black oak /g. So,I'm going to go down here to All Metadata. Contains, Does Not Contain, Exists, Does Not Exist. OK. I'm going to choose Contains, Black Oak. I'm going to have it look in Assets, just in the interest of time here, and go ahead and include all that. Find, there it is. There's the end design document right there.
Found it for me. Simple enough. So finding by going to Edit>Find is powerful but only, only if you're adding metadata to your photos and your other files. And remember, to speed things up, show those items in the sub folders on a semi-regular basis to get a quick index at everything.
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